Beginning Salesforce Administration Questions & Answers

·         You are unable to access your Salesforce account since it's locked out. What is required to unlock this account?

Locate a Salesforce admin with "Manage Internal Users" permissions to unlock your account.

·         What is the function of smart totaling in Salesforce reports?

To ensure duplicate data is counted only once in any subtotal or total

·         What configuration search setting can be enabled to allow users to search for records where they are the owner?

Limit to Items I Own

·         Which term refers to a button on a feed element that targets an API, a web page, or a file?

Action Link

·         You decide to create a new custom object to allow end users to interact with internal data that is managed by the marketing team. To make the custom object an Enterprise Application object, what must you enable during object creation?

Enable sharing, bulk API access, or streaming API access.

·         You need to set up a self-service portal for a partner that allows them limited access to data in your Salesforce environment. The URL for the portal will be salesforce.companyA.com. What type of licenses should you purchase so the partner can use the new portal?

External

·         You are the lead salesperson for your company's sales team. A popular line of products is doing so well that you decide to increase the price in the price book of each product in this line. How do you do this?

Export the price book into a spreadsheet, make the changes, and upload the new prices using the Apex Data Loader.

·         What is a record name field referred to when using the API?

Name

·         Which option determines which features a user can access in Salesforce?

License

·         What user permission is needed to perform a hard delete on records with the Data Loader?

Bulk API Hard Delete

·         You are preparing a .csv file of accounts to import into Salesforce. One of the mapped values is a checkbox field. What values should you include in the checkbox column of the .csv file to ensure the checkbox values are added?

0/1

·         As a Salesforce administrator, you are assisting the marketing team in extending some of the functionality for Salesforce cases. They request that a new case record type be created to adhere to existing standards and naming schemes they have in place today. Before you can create the new case record type, what must be done?

A support process must be created, so it can be associated with the new case record type.

·         You would like to follow Salesforce recommendations when configuring the Data Loader. What should you set the batch size to before you begin the import?

2000

·         You recently added a customization to show custom objects on a tab in Salesforce Classic and Lightning Experience for an app. The end users are able to locate the custom object data on the tab inside Salesforce Classic, but not in the Lightning Experience. Where should you direct them to find the custom data in the Lightning Experience for the app?

The custom object data will show as an item in the app's navigation bar.

·         What should an administrator do to set a custom number of maximum allowed failed login attempts?

Configure these settings in the password policy.

·         What type of Lightning platform user license should you assign a new user that does NOT need to access CRM, but must be able to access custom apps?

Salesforce Platform

·         When you delete a price book in Salesforce, it is moved to the Recycle Bin. How long do you have to restore it if needed?

15 Days

·         As an administrator, where can you view the number of failed login attempts for a specific user account?

Manage Users

·         As the Salesforce administrator of your company, you are forming a Sales team to close on a new potential client and need to create an opportunity page layout for this sales process. There are five salespeople to aid in this endeavor. How would you enable all five members of this new sales team to work together via the page layout?

Use the Enable Team Selling option, select the opportunity page layout, and add the default team to the open opportunity.

·         Which Salesforce action is used to store documents, dashboards, reports, or email templates?

Folder

·         The customer support team in your department needs assistance improving their response times on cases. Currently, new cases for customers are not resolved in a timely manner. What can you offer as an administrator to help the customer support team?

Create a new escalation rule to assign cases to the team lead if the case status is not closed one hour after the case is opened.

·         Your company reviews sales metrics every quarter before their quarterly revenue meeting. During this meeting, the team reviews how sales metrics have changed over time to better forecast the company's growth and revenue across quarters and fiscal years. How can you leverage Salesforce to be better prepared for the quarterly revenue meeting?

Setup historical trend reporting for the sales metrics so you can view Salesforce reports of how they change every quarter.

·         You are trying to import data into Salesforce from an external system. However, there are some key mismatches between your files and Salesforce. For example, your import has fields called Price and Interest, whereas Salesforce has these fields called Cost and Rate. How can you successfully perform this import?

Use the data loader tool and define data loader mappings to map the values to their correct representation in Salesforce.

·         As a Salesforce administrator, you recently deactivated 100 user accounts due to a completed project. A month has passed, your company is still being charged for these accounts. Why might this be?

You forgot to change the Salesforce license count after deactivating the accounts.

·         An opportunity in Salesforce has been sold. What should you do in the Salesforce UI with this record?

Update the Stage of the record to the "Closed/Won" state.

·         What are used as containers for information that come included, or can be customized, in Salesforce?

Objects

·         What case-sensitive string is generated by Salesforce that uniquely identifies each Salesforce record?

Record ID

·         To automate data exports, which option should you select in the Data Export Wizard?

Schedule export

·         What type of license should you assign a new user that only needs to access the articles tab?

Knowledge-only user

·         A user attempts to reset their password using a new form your team built to automate the process. Unfortunately, your team did not build in error handling and the user receives an error, stating: "INVALID_NEW_PASSWORD." What caused this issue?

The new password does not meet the password policy.

·         Your Salesforce environment was audited by a third party company that found that external users are able to access data and records that they should not be able to. The implementers of the environment created too many user sharing rules and no one kept track of all the rules. What should be the first step you take to restore external user visibility within the organization to the default settings?

Set the organization-wide default sharing settings to Private for external access.

·         How long does a password reset email link stay active?

24 hours

·         Your marketing team is added to a new Salesforce Org and must import their contacts from Outlook into Salesforce. What must each member of the marketing team do before they can begin mapping the data appropriately to Salesforce contact fields?

Export their contacts from Outlook into a comma-separated value file.

·         What must be enabled to allow users to have a shortcut to create records?

Show Quick Create

·         A Salesforce account is created to keep track of which sports team jerseys are purchased. It is determined that two picklist fields should be created: one for the league the team is in (titled League), and another (titled Team) whose options are influenced by the choice of league. As the system administrator, how do you ensure the league selected will influence the team options?

Create the League field as a controlling picklist and the Team field as a dependent picklist.

·         You have a new naming convention you would like to institute on all new and old accounts. How would you use workflows to update these records?

When a record is created or updated, use a workflow to check the naming criteria and perform an immediate action if it is not matched.

·         What function would you use when creating a new sales process to determine whether a record was recently created or edited to ensure automation will run properly?

ISNEW()

·         A user must be able to create custom fields for an object. What profile permission must be granted so they can perform this action?

Customize Application

·         A new customer requests the ability to send an email to a shared mailbox and have it auto-create a Salesforce case. As the administrator, you download the Email-To-Case agent and plan to use it to set up this automation for the customer. Where should the agent be installed?

Behind your company's network firewall

·         After a recent change request on Tuesday, all of your searches return no results, even when there are matches. What is most likely causing the issue?

Chatter and Global search features were disabled.

·         When importing leads that have no unique field to match against the Data Loader, when can they be merged?

After they are imported

·         You need to limit user access to certain sessions for a specific amount of time. What type of permission set needs to be used?

Session-Based Permission Set

·         You recently purchased Salesforce and partnered with a consulting company to set up automation within your new Salesforce environment. To get started, you need to create five user accounts for the consultants. How should you create the new accounts while ensuring they can use SSO?

Create five new user accounts, ensuring they have an internal license and a federation ID.

·         How many filters can you have on a dashboard?

3

·         How can you monitor API calls using the Lightning Platform REST API?

/limits call

·         Your company is implementing a new Salesforce environment that will utilize single sign-on (SSO). How can you configure the maximum number of login attempts for users?

At the SSO gateway, as SSO overwrites any Salesforce password policies

·         What report format is used for comparing related totals by grouping rows and columns?

Matrix

·         Person A is moving from their role as a Sales Consultant to a new role as a Senior Marketing Executive and Person B is taking over all of Person A's former role. You are changing the profile settings for Person A and Person B to reflect these changes. As a Salesforce Administrator, what are the steps to take to accomplish this?

Create a new profile for Person A. Update Person B to be Person A's old profile. Transfer all the data from Person A to Person B.

·         You are cleaning up your company's data. How would you make a list of all accounts without contact information?

Create a custom report type and a report using a cross-filter.

·         Which tool(s) can be used to export data in Salesforce?

Data Loader Export Wizard

·         What type of sharing rule should be used to send access point requests to the network implementation team whenever an access point is requested via a form?

Criteria-based sharing rule

·         A customer requests that you override the functionality of the view button on a Lightning record page. How can you make a Lightning record page accessible for a view action override?

Make the page the default for the org for its associated object, then activate it.

·         Your company, based in the United States, asks you to set up a price book for a new product that will be sold in the US and the Bahamas. The product will be sold in US Dollars, but priced differently due to international shipping fees involved with the Bahamas. As the System Administrator, what is the correct solution?

Create two different price books, both with US Dollar as currency, but priced differently.

·         A user attempts to use the Data Import Wizard to import a .csv file of person accounts. What is the longest length of time the user may have to wait for the person accounts to appear in Salesforce?

24 hours

·         Your team needs to create new account numbers for accounts that will soon be imported into the Salesforce environment. What can you do as an administrator to ensure account numbers are only 8 numeric characters?

Create a validation rule that utilizes the following formula, then activate the rule after it is created. AND(LEN(AccountNumber) <> 8)

·         You are designing a workflow to check if a high priority case is closed on an account, and if so, email the account contact four days after. However, after the case is closed, no email is sent out. What would you verify to ensure the workflow is functioning properly?

Verify that the workflow checks the object case for priority and status, and that a time-dependent action is set for an email alert.

·         What is a Salesforce workflow?

An if/then statement

·         As a Salesforce admin, you receive a ticket to help a user who is unable to log in to Salesforce after they click the login link that was sent to their email address. What is causing the user to have login issues, even though they clicked the link?

The user did not set their password after clicking the link.

·         What action should you use to update existing records and insert new records in Salesforce?

upsert

·         What happens if a lead does NOT meet the criteria of a lead assignment rule?

It is assigned to the default lead owner.

·         In Salesforce, what should be populated in order to update data inside the field of an object?

record

·         You have a person account in Salesforce that is used to store information about your company and track your company's sales. What is incorrect about this setup?

A business account should be used rather than a person account.

·         Where can you edit things like business hours and fiscal year for your Salesforce environment?

Company Settings

·         If a user account has been deactivated, what field would you expect to be set to false in the User table?

IsActive

·         How is an external object different from a custom object in Salesforce?

External objects map to data stored outside of the Salesforce environment, while custom objects map to internal Salesforce data.

·         Which term defines a user that is appointed by an assigned approver as an alternate for approval requests?

Delegated Approver

·         How many records can the Salesforce Data Import Wizard import at one time?

Up to 50,000 records

·         After creating a new custom object, what example shows how a user can interact with the custom object data?

Create a dashboard for the custom object.

·         You plan to build 10 workflows that utilize the Salesforce Metadata API in your Salesforce Developer Edition. What measures should you put in place to prevent errors?

Do not allow more than 5 concurrent API calls between the 10 workflows.

·         You plan to use the command line interface for the Data Loader to import data from an external source. So far, you have installed data loader and JRE on your Windows machine. What step should you complete after the prerequisites are installed to follow best practices?

Create an encryption key file.

·         How can you set up your company intranet to be accessible inside the Salesforce platform?

Create a custom button or link for the intranet.

·         What is a folder that does not contain any reports, dashboards, or subfolders?

Empty leaf folder

·         What term describes granting a user access to their account after it has been frozen by an administrator?

Unfreeze

·         What is used in Salesforce to handle which sales representatives receive new leads?

Assignment rules

·         What filter is removed when you change a tabular report to a summary report?

Rows to Display

·         What aspect of the Salesforce shield allows data to be kept for review for up to 10 years?

Field Audit Trail

·         You are editing a page layout for your company. How can you ensure certain fields are hidden on the page layout, but made available on reports and for importing?

Uncheck the Visible box to make the field hidden.

·         Your sales team needs a report by date on rep sales amounts. How can you change the report so sales numbers are arranged by individual and by quarter?

Group rep and sales by a date field and select Group Dates by Quarter.

·         What is the purpose of the View Dashboard As setting?

To choose which person's permissions the dashboard presents with

·         In Salesforce, what is a catalog of all items and services you provide to customers, along with their prices called?

Price Book

·         As a developer on the Salesforce automation team, you receive a new project that requires you to automate the execution of four separate processes. What automation tool is appropriate to use for this automation project, if each of the four processes will be triggered by an event platform message?

Process Builder

·         What step should you take before you import data into Salesforce using the Data Import Wizard?

Remove duplicate entries in the import file.

·         Which term describes the logic for a workflow?

Rule

·         As a developer on the Salesforce automation team, you receive a new project that requires you to automate changes to a contact record and one if-statement to check whether the record is active or not. What automation tool is appropriate to use for this automation project if the process will be triggered by a change to a case?

Process Builder

·         You create a dashboard with a source report for each type of account status, but users complain that it is running slowly. How could you optimize the report so it runs faster?

Use a single report instead of using reports for each type of account status.

·         What tool must be installed separately to export Salesforce data?

Data Loader

·         A user reports that their account is locked and they are unable to sign into Salesforce. What table and field can you query to determine if their account is frozen?

UserLogin table and IsFrozen field

·         Your company has over 5,000 active users in its Salesforce environment. The help desk reports that last quarter they had over 1000 calls just for password resets. What could be the cause of this?

Maximum invalid login attempts is set to 3.

·         A user attempts to export a report for the marketing team, but the operation times out after 10 minutes. The user requests your assistance because this report is needed urgently. What can you do to export the report successfully without a timeout occurrence?

Change the admin setting timeout option to 20 minutes, then ask the user to retry the export.

·         Why might you use Engagement Insights instead of dashboards?

When you need to take immediate action on recent activity in your Experience Cloud site

·         You are the Salesforce administrator of your company and are clearing out old, unneeded folders. You notice some of the folders still have reports. What course of action is needed to delete the non-empty folders?

Delete the reports from each folder, moving them to the Recycle Bin. Then permanently delete the reports from the Recycle Bin. Follow that up by deleting the now empty folders.

·         To allow a user to create new email template folders, which permission set should be assigned to them?

Create Folders for Lightning Email Templates

·         A Salesforce account team user in your environment had their account frozen because of a phishing attack that targeted their account. After their account is unfrozen, what should you do as an administrator regarding their Contact access?

Reset the user's MFA token so they can access the Contact portal.

·         As a marketing manager, you plan to utilize hierarchical campaigns to measure the overall effectiveness of a new product launch that is scheduled for autumn. You plan to have a product launch event at the local theater, a live demo of the product, and customer feedback surveys. What level of the hierarchy campaign should the feedback survey be?

Bottom Level

·         What method can be used to modify an existing time trigger?

Adding or removing actions

·         As the Salesforce administrator of your company, you are setting up certain levels of access for users to different folders for a new project. The manager of the project needs the ability to create, edit, and delete any report related to the project. What permission should your manager be given to accomplish this?

Manage Reports in Public Folders

·         Your company has a new client, ABC Computing. While finalizing the deal, you receive a phone call from a consultant of ABC Computing, who says that they are good friends with the head of 123 Tech, another tech company that has been on your radar. They say that they plan on talking to them about your company and the services you offer. You, as the Salesforce administrator, decide it would be a good idea to add the lead of 123 Tech as a contact in an opportunity report. What Contact Role should be used?

Influencer

·         A new external vendor is given access to Salesforce case records that indirectly affect their business via a guest sharing rule created for specific case records. An employee of the external company mentioned being able to see records outside of the scope of the guest sharing rule. What is the most likely cause for the external company employee seeing records outside the scope of the guest sharing rule?

Guest sharing rules automatically grant access to any related records.

·         When viewing a list of permission sets, what should be added to your list view to determine whether a permission set is standard or custom?

IsCustom

·         Why might you use a donut type chart?

To show percentages with more than one set of data

·         What configuration search setting can be enabled to allow users to search for records where they are the owner?

Limit to Items I Own

·         What email-to-case configuration setting can be used to warn your company's user base that a new email message contains potentially malicious HTML content?

Enable HTML Email

·         What is the default timing to evaluate a record for a workflow?

When a record is created and any time it is edited to subsequently meet criteria

·         You are planning to install a new Unlimited Edition of Salesforce for the customer team within the technology services department. If the customer team has 40 standard user licenses, how much file storage will be allocated?

90 GB

·         Your Salesforce environment has recently been implemented. You have administrative permissions to help manage the environment and make the transition easier on the employees of your company. You have a user that would like to edit records directly from list data without navigating away from the page. What can you enable to grant this ability?

Inline editing and advanced lists

·         The marketing department requests that you create a new home page layout for their department on Salesforce. The home page needs to include approval items, tasks, and paused flow intervals. After creating the new layout and saving it, the marketing users report that they still see the old homepage layout. What must you do to fix the issue?

Change the home page layout assignment for marketing users to the new layout.

·         You create a custom tabular report for a user that ranks individual reps by their sales and their region. What changes would you need to make to allow the user to add the sum of sales per rep to the table?

Add sales sum grouping to the source report and assign it to an additional column.

·         An admin creates a new assignment rule with five different entries. How will the assignment rule process each entry?

In numerical order

·         As a Salesforce support engineer, you are helping a user determine why they are not able to send an email from the Salesforce platform. You log in as the user experiencing issues to test for yourself and the issue persists. Why might the user be unable to send emails?

The user's account email has not been verified by the user.

·         A sales team member would like to create a new campaign that is closely related to a campaign created by the sales team manager. How can the sales team member include their new campaign as a hierarchy campaign with the manager's campaign that already exists?

When creating the campaign, enter the manager's campaign name in the Parent Campaign Field.

·         You are creating integration with a third party system. What can you do to avoid registering the URL in remote site settings and handling the authentication within your code?

Create a named credential for the integration that includes the URL and authentication information for the third party tool.

·         Your teammate built a workflow that is experiencing issues with the last step, email notification. Their workflow rule has an action, then an email alert is triggered. Towards the end of the day, the workflow executes, but the email notification action is blocked. What is a possible explanation for this issue?

The daily workflow email allocation limit has been met.

·         After executing a Data Loader process from the command line, you examine the error file it generated and notice that it stopped at row 2000 of the .csv file. What should you do to ensure the rest of the data is imported correctly?

Edit the config file to add the value of 2000 to the process.loadRowToStartAt and re-run the job.

·         What do sharing rules create exceptions for?

Organizational settings

·         You are the system administrator of a company that specializes in facial hair grooming products for men. After observing some of the sales records from the past year, you notice that there are three products that are usually purchased together. You decide that a subscription-type service would make it easier for customers to purchase these products as a bundle, as well as ensure a consistent revenue stream for the company. How should you implement this subscription program in Salesforce?

Create a quantity schedule.

·         What profile permission should you grant a user who requests the ability to export opportunities from Salesforce to an external system?

API Enabled

·         What is used to determine what page layouts users see, based on the details of the user's profile?

Record Type

·         What external tool can be used to import data that functions in all Salesforce editions?

dataloader.io

·         You have recently installed a new Enterprise edition of Salesforce for your marketing team to utilize. If the edition has 150 users, how much data storage will be allocated?

13 GB

·         You are deactivating multiple user accounts. One account has a custom hierarchical relationship field to store the user's cost code for their department, so you are not able to easily deactivate the account. What must you do before the account can be deactivated?

Permanently delete the cost code hierarchy field for that user account.

·         As the Salesforce administrator for your company, you notice that you often provide record access to the same team of individuals. You make them your default team for future opportunities. What menu should you use to create a default team, given the constant use of the same team members?

Advanced User Settings menu

·         What Salesforce license type entitles users to access features that are NOT included in their user licenses?

Permission set licenses

·         You create a new Custom Object Tab in Salesforce that includes important data for the company's new reorganization. How can you ensure users that have customized display settings have this new tab added to their display?

Use the "Append tab to users' existing personal customizations" option when creating the Custom Object Tab.

·         How can multiple campaigns be grouped together to measure their overall effectiveness?

Campaign Hierarchy

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